How to Control Documents of External Origin

N

naduksFJ

#1
Hi

I work for a company who is registering into ISO 9001:2008 for the first time.I am assigned to be the document control co-ordinator.How do we control external documents for example - Non disclosure documents from customers & instruction manuals/operating software?
 
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Stijloor

Staff member
Super Moderator
#2
Re: External Documents

Hi

I work for a company who is registering into ISO 9001:2008 for the first time.I am assigned to be the document control co-ordinator.How do we control external documents for example - Non disclosure documents from customers & instruction manuals/operating software?
Welcome to The Cove Forums! :bigwave::bigwave:

External documents are information that you use in your quality management system but are not produced by you. They need to be controlled similar to internal documents. One of the challenges will be to ensure the availability of the latest version of such documents because content and revision status are not managed by you. So you must have a provision in your document control procedure to ensure that you always have the latest and greatest issues of these documents.

Hope this helps.

Stijloor.
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#3
Re: External Documents

So you must have a provision in your document control procedure to ensure that you always have the latest and greatest issues of these documents.
Jan, good advice, but don't forget that, SOMETIMES, the latest revision of a document (internal or external) is NOT the appropriate revision.

Instead of latest and greatest, I would say the appropriate and applicable version of the document.
 

Stijloor

Staff member
Super Moderator
#4
Re: External Documents

Jan, good advice, but don't forget that, SOMETIMES, the latest revision of a document (internal or external) is NOT the appropriate revision.

Instead of latest and greatest, I would say the appropriate and applicable version of the document.
Excellent points! :agree1:

"Latest and greatest" was meant in a figurative manner....:(

Stijloor.
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#5
Re: External Documents

Jan, good advice, but don't forget that, SOMETIMES, the latest revision of a document (internal or external) is NOT the appropriate revision.

Instead of latest and greatest, I would say the appropriate and applicable version of the document.
Sounds like a Microsoft issue. :lmao:

Its not just customer specs, etc. that can fall into that category. I have found when machine manuals, schematics, etc. were a part of the documentation system, they were finally easily retrieved by the departments that needed them. Prior to any attempt to control them, they were in a pile of dust and oil on top of machines, in tool boxes, or just gone. You might find a quality system minimalist that can develop a justification not to do it, but I do not recommend living like that. There is a better way. :cool:
 

Miner

Forum Moderator
Staff member
Admin
#6
Re: External Documents

Jan, good advice, but don't forget that, SOMETIMES, the latest revision of a document (internal or external) is NOT the appropriate revision.

Instead of latest and greatest, I would say the appropriate and applicable version of the document.
To clarify Sidney's comment, sometimes the customer will specify a specific revision of an external standard. In this situation, the specified version of the standard is the applicable version. This may not be the latest and greatest version.
 

Raffy

Quite Involved in Discussions
#7
Re: External Documents

hI,
This is how we control our external documents: DRCC Staff receive and register the external document on Document Registration Database. E-copy of the external document, if any, shall be saved in the network drive. DRCC Staff shall affix a receiving stamp on the front page of the external document immediately after registration. Use a Document Received Form to register all incoming documents that are not required stamped received on the first page, i.e. NDA from customer, Govt. related documents such as safety report, plant layout, certificate, permit, etc. Stamp shall be affixed on the form. DRCC Staff shall update the document master list within 24 hours. DRCC shall also acknowledge receipt of the document to the sender (if e-copy).
Hope this helps.
Best regards,
Raffy:cool:

Hi

I work for a company who is registering into ISO 9001:2008 for the first time.I am assigned to be the document control co-ordinator.How do we control external documents for example - Non disclosure documents from customers & instruction manuals/operating software?
 

Miner

Forum Moderator
Staff member
Admin
#8
Re: External Documents

This is a good basic system, but it is missing one important component. There needs to be a proactive component that periodically verifies the current version of these documents. For example, you certify your product against a certain UL standard and have that standard controlled in the system as you describe. How do you verify that the version that you have under control is the latest version released by UL?
 
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